Description

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research, to make appropriate acquisition decisions, and to gain knowledge of potential qualified businesses capable of providing the following:

DoseMonitor/Nexodose Management for Kansas and Missouri VA Medical Facilities

*** See Statement of Work below for details ***

 If this is within your capability, please respond with the information below:

• Company Name
• Address
• Point of Contact
• Phone, Fax, and Email
• UEI number
• GSA Contract (as applicable)
• Capability Statement that clearly and convincingly identifies your ability to fulfill this requirement.
• Brochures of product being offered to include specifications.
• Authorized service provider letter from OEM

Interested firms are reminded that in accordance with FAR 4.203, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.203 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database. All Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in SBA at Small Business Search .

Point of Contact for this Sources Sought is:

veronica.flores@va.gov

Department of Veterans Affairs

Network Contracting Office -15

3450 S. 4th Street Trafficway

Leavenworth, KS. 66048 

STATEMENT OF WORK (SOW)

Radiation Dose Tracking Software Maintenance, Support, and Bi-Directional HL7 Interface Services (DoseMonitor/Nexodose)

Department of Veterans Affairs Veterans Integrated Service Network (Legacy VISN) Kansas and Missouri VA Medical Facilities:

Period of Performance (Base Year): 02/01/2027 – 01/31/2028

Period of Performance (Option Year 1): 02/01/2028 – 01/31/2029

1. BACKGROUND

Kansas and Missouri VA Medical Facilities currently utilizes the DoseMonitor (Nexodose) radiation dose tracking and monitoring software platform to capture, track, and report patient radiation exposure associated with diagnostic and interventional imaging procedures. This system supports clinical safety, regulatory compliance (e.g., accreditation and federal radiation safety reporting), and quality assurance functions for Radiology and related imaging services at the facility identified above.

The facility's DoseMonitor/Nexodose environment will require that it interfaces upon conversion, bidirectionally with the site's electronic health record (Oracle Health/Cerner) via HL7 messaging to support orders and results exchange, and includes an outbound API/HL7 feed for downstream data consumption. Continued annual maintenance and support (M&S) is required to sustain system availability, vendor-supplied upgrades/updates, and interface reliability across the Production and Test environments.

2. PURPOSE / SCOPE

The Contractor shall provide annual software maintenance and support for the DoseMonitor/Nexodose platform, the outbound API/HL7 interface, and the bi-directional HL7 interfaces between DoseMonitor/Nexodose and the site's Cerner environment (both Production and Test instances), and shall perform one-time installation/configuration of the bi-directional Cerner HL7 interfaces in both the Production and Test environments, in accordance with the Contract Line Item Numbers (CLINs) identified in Section 4 below.

This SOW covers a base period of performance and one (1) option period, as detailed in Section 5.

3. APPLICABLE DOCUMENTS

The Contractor shall perform all work in accordance with:

• VA Handbook 6500 and applicable VA Information Security requirements
• HIPAA Privacy and Security Rules (45 CFR Parts 160, 164)
• Health Level Seven (HL7) v2.x messaging standards, as applicable to the interfaces described herein
• Section 508 of the Rehabilitation Act (accessibility standards), where applicable to any software deliverables
• VA Directive 6102, VA Enterprise Architecture, and applicable VISN  / facility local IT and Biomedical Engineering policies
• Manufacturer/vendor technical specifications for DoseMonitor/Nexodose

4. CONTRACT LINE ITEMS (CLINs) AND TASK REQUIREMENTS

CLIN

Description

Qty/UOM

DM-10-KAN-BY-AM&S — DoseMonitor/Nexodose Annual Maintenance & Support

1 EA

DM-10-KAN-BY-OB — Outbound API/HL7 Annual Maintenance & Support

2 EA

DM-10-KAN-BY-CERNER PRO — Bi-Directional (Orders/Results) HL7 Interface to Cerner, PRODUCTION

1 EA

DM-10-KAN-BY-CERN-HL7-P — Bi-Directional Interface, Cerner PRODUCTION, Annual M&S (includes all upgrades/updates)

1 EA

DM-10-KAN-BY-CERNER TEST — Bi-Directional (Orders/Results) HL7 Interface to Cerner, TEST

1 EA

DM-10-KAN-BY-CERN-HL7-T — Bi-Directional Interface, Cerner TEST, Annual M&S (includes all upgrades/updates)

1 EA

Base Period Total:

4.1 CLIN 0001 — DoseMonitor/Nexodose Annual Maintenance & Support

The Contractor shall provide annual software maintenance and technical support for the DoseMonitor/Nexodose application, to include:

• Access to a technical support/help desk during standard business hours (minimum 8:00 AM – 5:00 PM local facility time, Monday–Friday, excluding federal holidays), with a defined escalation path for critical (system-down) issues.
• All vendor-issued software updates, patches, and version upgrades released during the period of performance, at no additional cost.
• Remote diagnostic and troubleshooting support for software defects, performance issues, and configuration errors.
• Proactive notification of known issues, security patches, and end-of-life/end-of-support milestones affecting the software.
• Software license renewal/maintenance to ensure continued authorized use of the application for the period of performance.

4.2 CLIN 0002 — Outbound API/HL7 Annual Maintenance & Support

The Contractor shall provide annual maintenance and support for the outbound API/HL7 interface(s) used to export dose-tracking data from DoseMonitor/Nexodose to downstream consuming systems, to include:

• Monitoring and support of outbound message transmission to ensure data integrity and timely delivery.
• Troubleshooting and remediation of interface errors, message failures, or mapping issues.
• Support for any vendor-side configuration changes required due to upgrades to the DoseMonitor/Nexodose platform.
• Documentation of the outbound interface specification, updated as changes occur.

4.3 CLIN 0003 — Bi-Directional HL7 Interface to Cerner, PRODUCTION (One-Time Installation)

The Contractor shall design, configure, install, and validate a bi-directional HL7 interface between DoseMonitor/Nexodose and the facility's Cerner Production environment to support orders and results exchange, to include:

• Interface build and configuration in coordination with facility Biomedical Engineering, Radiology, and Health Informatics/IT staff.
• HL7 message mapping (e.g., ORM/ORU or applicable message types) between DoseMonitor/Nexodose and Cerner.
• End-to-end interface testing and validation in the Production environment prior to go-live, including a documented test plan and results.
• Coordination of a go-live/cutover date with facility stakeholders and the VA Interface Team.
• Delivery of as-built interface documentation, including message specifications and data mapping.

4.4 CLIN 0004 — Bi-Directional Interface, Cerner PRODUCTION, Annual Maintenance & Support

Following successful installation under CLIN 0003, the Contractor shall provide annual maintenance and support for the Production bi-directional HL7 interface, to include:

• All upgrades and updates to the interface engine/configuration required to maintain compatibility with DoseMonitor/Nexodose and Cerner throughout the period of performance.
• Ongoing interface monitoring support and troubleshooting of message failures or data discrepancies.
• Support for interface re-validation following any Cerner or DoseMonitor/Nexodose upgrade that affects message exchange.

4.5 CLIN 0005 — Bi-Directional HL7 Interface to Cerner, TEST (One-Time Installation)

The Contractor shall design, configure, install, and validate a bi-directional HL7 interface between DoseMonitor/Nexodose and the facility's Cerner Test/non-production environment, mirroring the scope described in Section 4.3, to support pre-production testing, patch validation, and upgrade regression testing without impact to the Production environment.

4.6 CLIN 0006 — Bi-Directional Interface, Cerner TEST, Annual Maintenance & Support

Following successful installation under CLIN 0005, the Contractor shall provide annual maintenance and support for the Test bi-directional HL7 interface, mirroring the scope described in Section 4.4, to ensure the Test environment remains a reliable, up-to-date proving ground for changes prior to Production deployment.

5. PERIOD OF PERFORMANCE

Period

Dates

Base Period

02/01/2027 – 01/31/2028

Option Period 1

02/01/2028 – 01/31/2029

6. PLACE OF PERFORMANCE

Work under this SOW shall be performed primarily remotely from the Contractor's facility. On-site support at Legacy VISN sites include: Eastern Kansas: Topeka, KS, Eastern Kansas: Leavenworth, KS, Wichita, KS, Kansas City, MO, St. Louis, MO, Columbia, MO, Poplar Bluff, MO, Marion, IL may be required for initial interface installation, go-live support, or troubleshooting that cannot be resolved remotely, at no additional cost to the Government unless otherwise negotiated and documented in the contract.

7. GOVERNMENT FURNISHED INFORMATION / EQUIPMENT

The Government will provide:

• Remote access credentials/VPN access as required for Contractor support staff, subject to VA background investigation and PIV/security requirements (see Section 9).
• Access to relevant technical points of contact within facility Biomedical Engineering, Health Informatics, and IT/OI&T staff.
• Existing system documentation, network diagrams, and interface specifications as available.

8. DELIVERABLES

Deliverable

Due Date

Interface Test Plan (Production & Test)

Prior to installation/go-live

Interface Validation/Test Results Report

Upon completion of interface testing, prior to go-live

As-Built Interface Documentation

Within 10 business days of go-live

Monthly/Quarterly Maintenance Status Report (if required by COR)

Per COR-specified cadence

Annual Software License/Maintenance Renewal Confirmation

Prior to expiration of current M&S term

9. SECURITY AND PRIVACY REQUIREMENTS

The Contractor shall comply with all applicable VA information security and privacy requirements, including but not limited to:

• Execution of a Business Associate Agreement (BAA) if the Contractor will have access to Protected Health Information (PHI).
• Compliance with VA Handbook 6500 for information security.
• Completion of VA Privacy and Information Security Awareness training and signed Rules of Behavior by all Contractor personnel prior to system access.
• Any remote access to VA systems shall be through VA-approved, encrypted connections only.
• No PHI or PII shall be removed from VA systems or transmitted outside of VA-approved channels.
• Contractor personnel requiring recurring access to VA networks/systems shall undergo background investigation (e.g., NACI or higher, as determined by the VA Personnel Security office) commensurate with position sensitivity.

10. QUALITY ASSURANCE / ACCEPTANCE CRITERIA

• All one-time interface installations (CLINs 0003 and 0005) shall be deemed complete upon successful bi-directional message exchange testing, validated jointly by the Contractor and designated facility/VISN 15 technical staff, and formal written acceptance by the Contracting Officer's Representative (COR).
• Annual maintenance and support services (CLINs 0001, 0002, 0004, 0006) shall be monitored via a Quality Assurance Surveillance Plan (QASP), to be maintained by the COR, measuring support responsiveness, resolution timeliness, and system uptime/availability.